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Important BearBuy Updates

April 2016

Dear BearBuy Users,

We would like to inform you of a few updates.  Please review the topics below and follow the links or scroll down for more information on each topic. 
This month's BearBuy News:
As always, if you have any questions, please contact Customer Support at (415) 514-4100, Option 2 or appsupport@ucsf.edu for immediate assistance.

Thank you for your continued support, 
BearBuy Team 
UCSF Supply Chain Management
1. BearBuy System Maintenance
BearBuy will be unavailable between 6:00 PM on Friday, April 8 through 9:00 AM on Sunday, April 10 for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance.
New BearBuy enhancements will be released April 11, 2016. A PowerPoint presentation outlining the new features is available under the 'Training' menu on the Supply Chain Management (SCM) website.  
The highlights of this release are:
  • New Icons for Action Items and Notifications Menus
  • New Quick Search Look & Feel
  • Ability to Modify a Saved Document Search
  • New BearBuy Notification Look & Feel
  • Updates to BearBuy System Requirements

The Grainger Punch-out is still available.
As was previously stated in March, payments for all on-campus catering orders must be processed through America To Go (ATG) beginning April 7, 2016. The Meeting & Entertainment Payment Request Form will no longer be used to pay caterers for on-campus events. Caterers can only be paid for orders after they join ATG.
What is considered On-Campus Catering?
On-campus catering includes food consumed at any UCSF location in San Francisco for the following event types:
  • Staff events
  • Employee Morale                     
  • Business meetings       
  • Programmatic activity   
  • Recruitment
  • On-the-job meals
  • Entertainment
  • Technical meetings
The following can be purchased outside of ATG:
  • Grocery store purchases (use Procurement-card ONLY)
  • Water delivery services
  • Moffitt Catering and Mount Zion Café
  • Events taking place at a non-UCSF location and/or outside the city of San Francisco are considered off-campus and do not require the use of ATG.
Upcoming Deadlines
April 6, 2016
  • Last day to submit non-ATG catering invoices for on-campus events using the BearBuy Meeting & Entertainment Payment Request Form (M&E PRF).
  • M&E PRFs must be complete & RECEIVED (including exceptional approvals if applicable) by the Controller's Office on or before April 6. Be sure to allow adequate time for your department approvers to review and approve your M&E PRF before April 6.
  • If M&E PRFs are missing documentation and not completed by the deadline, they will be rejected.
April 7, 2016
  • The Meeting & Entertainment Payment Request Form can no longer be used to pay on-campus events.
  • All caterers must join ATG to facilitate payment for past orders and to continue doing business with UCSF.
April 15, 2016
  • Caterers will be removed as suppliers in BearBuy.
  • After your caterer joins ATG, you will be notified that your past order can be paid following the ATG Post Event Process.

Q: I need to modify my America To Go order. How can I modify my order if it has already been added to a BearBuy cart? 
A: If the order is still within the BearBuy cart (the order has not yet been submitted as a pending requisition and a purchase order was not created for the order), the Shopper/Requester can change the order using the cart's Modify Items link.
The Modify Items link will take the Shopper/Requester back into the America To Go Punch-out and allow the person to modify the order and then return order modifications to the BearBuy cart. After the order has been updated, the cart can be submitted for approval.

If you need to modify your America To Go order after the requisition is approved and a purchase order has been created, you must call America To Go's 24x7 Customer Care line at (866) 284-8646 for assistance. Please do not submit BearBuy Change Order Request Forms to change the items, quantities, or pricing for America To Go orders.